| Deputy Director of Meetings As the Deputy Director of Meetings for our medical association, you will oversee the planning and execution of logistics for our annual conference with approximately 3,500 attendees and 70 exhibits as well as 3 smaller conferences and up to 40 committee meetings throughout the year. You will supervise two direct reports to ensure the smooth delivery of all events. In addition to managing your staff, your ability to efficiently coordinate contract negotiations, timelines, and meeting flow, and to oversee our meeting database will be essential. We are proud of our collegial work environment where your opinion will be valued and your work rewarding. In this role, you will collaborate across departments, work with multiple committees, manage scientific submissions, coordinate with thousands of speakers, and ensure that logistics are effectively planned and executed. Through your attention to detail, the inevitable changes will be handled and communicated to everyone involved. As you learn the needs of our internal staff, conference attendees, volunteers, and speakers you will have valuable input on topic development and faculty selection. You and your team will have responsibility for our robust database and conference system. It will be your responsibility to update information, organize scientific submissions and reviews, pull and maintain reports, and provide member access to the information as possible. Responsibilities of the Deputy Director of Meetings - Oversee the planning, implementation, and management of all meetings and conferences to enhance member participation and education. Prepare master work schedules/timelines and oversee details for events that include hotel/convention center specifications, audiovisual requirements, timelines, abstracts, food and beverage requirements, staffing schedules and assignments, special events, and security issues.
- Select and manage vendors for insurance, travel, exhibit decoration, design, art/graphics, printers, etc.
- Provide logistics to support a variety of meeting formats (open forum, discussion panels, presentations, live video presentations, etc.)
- Cultivate and maintain relationships, contracting, and evaluating an extensive variety of suppliers, including hotels, audio-visual companies, audio-taping companies, designer, convention bureaus, insurance providers, travel agencies, exhibit decorators, art/graphic designers, reception sites, database managers, printers, and other vendors.
- Communicate with all stakeholders on changes and update schedules and spreadsheets accordingly.
- Take initiative in resolving on-the-spot difficulties as they arise.
- Work with speakers on-site at events to ensure they have the equipment and materials needed to successfully present to audiences, including handling on-the-spot difficulties. Communicate with speakers prior to engagement ensuring they are well informed of the obligations and interests of our audience.
- Work closely with the Marketing department to oversee copywriting, design, and production for various materials related to programs including brochures and promotions. Ensure all materials have a consistent visual identity, are accurate, maintain graphic standards, and are written in a professional style and tone. Implement a marketing plan as needed.
- Support the Education staff to develop, disseminate, and collect evaluation forms, survey instruments, and other forms of formal and informal feedback to determine success in meeting its educational program goals.
- Document the process, make suggestions for improvements, and implement changes.
- Reconcile budget and expenditures, code bills, and process reimbursements.
- Travel to support the events is required.
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